Selecting, Implementing And Maintaining An Emergency Notification System
Posted by Nicky Miller on Mon, Jun 14, 2010 @ 12:55 PM
Selecting, implementing and maintaining an emergency notification system is no small task. To help out, we compiled a few best practices.
Before selecting a notification system it is imperative that organizations go through the process of defining needs, obtaining approval to allocate human and financial resources, and setting a target activation date. Defining needs includes determining when and how the system will be used. Knowing the desired features and functionality will ensure that the system that best fits the organization is selected. Ease of use, availability, speed of delivery, performance and reliability and an ongoing client care commitment are just as crucial as the features and functionality.
A successful deployment depends on a thorough project plan that includes a solid communication plan. Before launching the system, develop the standard operating procedure and share it with all stakeholders. Doing so will provide guidelines on system use and administration, and will provide everyone with an overview of policies and agency roles and responsibilities. Read our previous post on developing a Standard Operating Procedure.
An informed organization is critical. Establishing awareness and a protocol for the system's use will provide a comfort level among personnel. A deliberate, thoughtful awareness campaign will help ensure your organization is aware of the system, understands its purpose, and knows how to respond to a notification. Read our previous post on generating public awareness for your notification system.
Three key success factors for maintaining a notification system include ongoing refresher training, regular testing of the system and database accuracy. During an emergency situation, your notification system users will likely be under considerable stress. When users' stress levels are increased by needing to use an unfamiliar notification system, mistakes are likely to happen. To help users remain familiar with the notification system, ongoing refresher training is essential. Regular testing of the notification system will help users remain familiar with the system and will remind notification recipients that the system is in place. Regular testing of the system will assist in maintaining accurate contact data. Maintaining accurate data ensures that critical time-sensitive messages reach the intended recipients. Read our previous post for ideas on building and maintaining public sign-up databases.
Additional tips or lessons learned you'd like to share?